Safety Policy
Last Updated: 23 February 2026
1. Purpose
Onboard Tutor is committed to providing a safe, respectful, and secure learning environment for all learners. This Child Protection & Safety Policy sets out the standards and procedures that all tutors, staff, parents, and learners must follow to protect children from harm and to ensure compliance with South African law, including the Protection of Personal Information Act (POPIA) and the Children’s Act.
2. Scope
This policy applies to:
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All Onboard Tutor employees and contractors
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Independent tutors contracted through Onboard Tutor
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Administrative staff
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Learners and their parents/guardians
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Online and in-person tutoring sessions
3. Guiding Principles
Onboard Tutor will:
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Prioritise the best interests of the child
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Maintain professional boundaries at all times
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Ensure safe learning environments
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Protect learner personal information under POPIA
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Act immediately on any safeguarding concern
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Promote a culture of respect, dignity, and inclusion
4. Tutor Vetting & Screening
All tutors working with Onboard Tutor must:
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Provide valid ID or passport
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Submit verified qualifications
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Undergo reference checks
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Provide a clear criminal record check
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Provide a Sexual Offences Register clearance
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Sign the Onboard Tutor Code of Conduct
Tutors may not begin sessions until onboarding is complete.
5. Code of Conduct for Tutors
Tutors must:
Professional Boundaries
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Maintain a strictly professional relationship
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Never engage in romantic, sexual, or inappropriate communication
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Avoid private meetings outside agreed tutoring sessions
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Never transport learners without written parental consent
Communication Rules
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Use only approved Onboard Tutor communication channels
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Keep communication age-appropriate and educational
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Include parents/guardians where appropriate (especially for minors)
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Avoid late-night messaging unless academically necessary
Physical Safety
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No inappropriate physical contact
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Respect personal space
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Follow host venue or home safety rules
Online Safety
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Conduct sessions in appropriate, visible settings
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Dress professionally during online sessions
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Do not record sessions without written consent
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Do not move conversations to private social media
6. Safeguarding & Reporting Concerns
Any tutor or staff member who suspects:
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Abuse
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Neglect
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Grooming
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Exploitation
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Serious learner welfare concerns
must report immediately to Onboard Tutor management.
Reporting Procedure
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Ensure the learner is safe
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Record factual observations (no speculation)
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Report to Onboard Tutor Safeguarding Lead
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Management will escalate to appropriate authorities where required
(e.g., Department of Social Development / SAPS)
Failure to report concerns may result in termination of contract.
7. POPIA Compliance & Data Protection
Onboard Tutor processes personal information lawfully and transparently.
7.1 Information We Collect
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Learner and parent contact details
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Academic information
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Tutor credentials
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Session records and attendance
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Billing information
7.2 Lawful Processing
We process personal information only when:
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Consent is obtained
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It is necessary for providing tutoring services
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Required by law
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Necessary for legitimate business interests
7.3 Data Security Measures
Onboard Tutor implements:
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Secure digital storage
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Password-protected systems
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Limited access controls
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Confidential handling procedures
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Secure payment processing
7.4 Information Sharing
We do not sell personal information.
Information is shared only with:
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Assigned tutors
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Parents/guardians
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Payment processors
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Legal authorities when required
8. Online Session Safety
For virtual tutoring:
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Sessions should occur via approved platforms
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Tutors should use neutral, professional backgrounds
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Learners should be in a common household space where possible
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Parents may request to observe sessions
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Recording requires written consent from parent/guardian
9. Health & Safety (In-Person Sessions)
Where tutoring occurs in person:
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Sessions should take place in visible, appropriate spaces
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Tutors must follow household or venue safety rules
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Emergency contact details must be available
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Tutors must not administer medication
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Tutors must not be under the influence of alcohol or drugs
10. Breach of Policy
Violations of this policy may result in:
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Immediate suspension
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Termination of contract
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Removal from the Onboard Tutor platform
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Reporting to professional bodies or authorities
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Possible legal action
11. Parent & Learner Responsibilities
Parents/guardians agree to:
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Provide accurate information
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Ensure a safe learning environment at home
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Supervise younger learners where appropriate
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Report any concerns promptly
Learners are expected to:
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Treat tutors with respect
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Follow session rules
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Use appropriate language and behaviour
12. Policy Review
This policy will be reviewed annually or when legislation changes to ensure continued compliance with South African law and best safeguarding practice.
